Cross-functional administrative support to departments
Management of email correspondence (Expresso) and mailboxes
Management and follow-up of Board and Community Council sessions (Webdélib, Idélibre, Comélus, Publiact, Résumémo)
Handling incoming/outgoing mail in coordination with the City reception
Organizing and booking meeting rooms, preparing video-conference links
Reception of visitors and telephone enquiries, directing to the appropriate services
Management of office supplies
Distribution of paper sign-off folders and logistical organization
Organization of meetings
Support to the General Management and the President (in collaboration with the executive assistant)
Telephone and front-desk reception for the community reception desk
Management of the President’s calendar
Distribution of vehicle insurance memos for City/CMB vehicles
Filing insurance claims in the absence of the executive assistant
Bilateral administrative assistance to the Deputy General Director (EJSCT)
Screening calls and taking messages
Providing information and directing the public (phone/email)
Formatting documents, tables and various materials
Managing collaborative files (schedules, leave, report tracking, deliberations, decisions, agreements…)
Coordinating calendars for meetings and appointments
Drafting, formatting and distributing letters, meeting notices and documents

Ideally hold a two-year post-secondary diploma (Bac +2) in administrative fields and/or have significant experience of 5 years in local government
Comfortable with IT tools (Word, Excel, Microsoft Teams…)
General knowledge of administrative and secretarial procedures
Familiarity with the local government/public-sector environment
Ability to manage time and priorities
Ability to meet deadlines
Ability to propose activity-tracking tools
Produce clear written documents and demonstrate synthesis skills
Organized, rigorous and methodical
Commitment to public service
Teamwork
Energetic, responsive and proactive
Professional discretion, attentive listening and observation skills
Strong interpersonal skills and adaptability

Administrative Assistant – General Management

Key skills